SUNY Financials Procurement Card June 2015
Overview The SUNY Financials Procurement Card application is used to manage the regular operations of SUNY s Procurement Card program. The system gives cardholders, department managers, A/P officers, and program administrators the ability to: Reconcile and certify transaction statements Maintain and view data on cardholders and the department hierarchy This presentation is provided to guide users through the procedures for using the Procurement Card application.
User Security Roles The Procurement Card system is a role-based system. Security roles are managed by the campus Security Administrator. Each role limits what the user can do with the system: Cardholders can: View their own card statements Change their own transaction and default accounts based on their own accounting security Certify on their own behalf Department Managers can: View any card statement within their department hierarchy Change transaction accounts based on their own accounting security Certify on the cardholder s behalf Certify at the department level Accounts Payable Officers can: View all card statements for the campus Change transaction accounts based on their own accounting security Certify on the cardholder s behalf Certify at the campus level
User Security Roles Program Administrators can: View all card statements for the campus Change transaction accounts based on their own accounting security Certify on the cardholder s behalf Change a cardholder s default account based on the cardholder s accounting security View and maintain information related to cardholders and department hierarchies
Initial User Setup
Initial User Setup The Procurement Card system can be accessed via the Menu present in any business application hosted by System Administration, or via the Employee Service Portal. Below is a screenshot of an example menu. Note that not all items will be present for a user since these are based on user roles.
Initial User Setup Upon first entry into the Procurement Card system, the following page will be presented. To continue using the system, you must verify your information and set up any relevant preferences.
Initial User Setup The Login Information section will show the SUNY HR Person ID and SCSO (Legacy) ID currently associated to your Login ID. The Change link will direct you to SUNY Security to complete any needed setup. Both IDs are required to interact with the Procurement Card system. (Example data redacted)
Initial User Setup You may be presented with the following page after setting up your SUNY ID and SCSO ID. If this page is presented, enter your 16-digit card number without dashes and click Confirm. If confirmation is unsuccessful, contact your Program Administrator.
Initial User Setup The General Settings section directs you to select a home page for when the Procurement Card system is accessed from the Portal. These options are filtered based on your security role.
Initial User Setup If you have a card in the system, the following section will be displayed. You can change your default account, or write notes for your own reference. (Example data redacted)
Initial User Setup You may choose to receive automated notifications from the Procurement Card system, relevant to your security role. Upon completion, click Save.
Initial User Setup The below message will be displayed when setup is successful. Click Return to Home to continue to the Procurement Card system.
Initial User Setup If you wish to change any of the settings described in the previous slides, click the Your Settings link on the top right of the page.
Cardholder Functions
Cardholder Functions Cardholders are responsible for reviewing their statement transactions and optionally dividing the expenditures for their transactions between departmental accounts. This section will review how to review transactions, divide expenditures, and certify a statement once all activity for the billing cycle is completed.
Cardholder Functions To review your transactions, click on Cardholder Statement via the Finance menu. The following page will be displayed.
Cardholder Functions You can select any billing cycle on record via the Statement Cycle drop-down.
Cardholder Functions The page will show you information about the currently selected billing cycle, along with a detail view on transactions for the selected billing cycle. The transactions are sorted by transaction date in descending order (i.e. latest transactions first), but you can also custom-sort the transactions by clicking any table header that has a tick mark.
Cardholder Functions To view detailed information on a transaction, click the Edit button in the rightmost column for the transaction you wish to view. The following page will then be displayed.
Cardholder Functions The Transaction Details section will list information about the selected transaction that was received from Citibank, including reference number, transaction amount, and vendor information. This information is read-only. Optionally, you may also enter an OGS Commodity Code or Statewide Contract number for this transaction.
Cardholder Functions The Funding Information section shows the expenditure(s) associated with this transaction. To change this information before certifying, click Edit Funding.
Cardholder Functions The following page will be displayed for changing funding. The Account Number, SUNY Sub Object Code, and Fiscal Year can be changed to refer to a different campus account. Depending on your accounting security, only some account numbers may be available for use.
Cardholder Functions For this example, let s say you wish to split the expenditure for this transaction between two accounts. To do this, the existing line first needs to be reduced. Below, the amount is changed to $100. You can also enter a description for this funding line. Once the changes are entered, click Save/Add Next Account.
Cardholder Functions Once the change to the funding has been saved, the page will show as below. Note that the Amount field automatically shows the remaining amount that may be expended for this transaction.
Cardholder Functions To add the next funding line, enter the required information, then click Save/Add Next Account if you wish to enter more funding, or Save & Return if this is the last line to be added.
Cardholder Functions Once all changes for the transaction are completed, click Save on the Transaction Details page.
Cardholder Functions The below shows the transactions on the example billing cycle with one transaction having split funding. Note that if the amount of funding does not match the amount of the transactions, any transactions with missing funding have an Edit button that is highlighted in red and the page will not allow you to certify. In this example, however, the funding and transactions are in balance, so certification is allowed. Once the transaction changes are complete and the billing cycle is closed, click Certify.
Cardholder Functions Read and accept the disclaimer. If any comments for this billing cycle certification are needed, enter them in the comments section, then click Certify.
Cardholder Functions Once certification is completed, the page will update to show that this statement has been certified. If any changes are needed before the statement is certified by the campus, you can click Uncertify to undo the certification and make any necessary changes.
Department and Campus Certification
Dept/Campus Certification The primary function for Department Managers and Accounts Payable officers is to certify the statements for the cardholders they are responsible for overseeing. This duty can be carried out by viewing the Department Certification and Campus Statements pages, respectively. Note that, while the following pictures show the Accounts Payable view, the procedure is the same for Department Managers, with the exception that they will only see data relevant to their department.
Dept/Campus Certification Below is an example of what Accounts Payable officers will see when viewing the Campus Statements page. The Statement Information section shows the selected billing cycle and information about the voucher payment that is automatically sent to Citibank at the end of the cycle. The Department Summary section shows cardholders by department and information pertaining to their statements. Click on a Cardholder Name to view that user s statement for the selected billing cycle.
Dept/Campus Certification Billing cycles can be viewed by using the Statement Cycle drop-down.
Dept/Campus Certification Using the Filter Cardholders drop-down, you can select a set of cardholders to view for the currently selected billing cycle: Campus Certifiable: Shows cardholders that have certified their statements but have not yet been certified by the campus. Campus Certified: Shows cardholders that have been certified by the campus. Cardholder Not Certified: Shows cardholders that have not yet certified their statements.
Dept/Campus Certification Certifying cardholders at the department or campus level is done by clicking Certify when the certifiable filter is selected. This will certify ALL cardholders that can be certified at that level.
Dept/Campus Certification The below page will be displayed when certification is completed. Note that all cardholders that were certifiable are now considered certified, and if certifying at the campus level, the Expenditure Journals associated with those cardholders transactions are completed and will transmit to SFS that night.